If you are going to be calling someone via video conferencing software in a classroom, there are a lot of things to pay attention to and ask questions about before the day arrives.
Audience
This article is intended for faculty and students.
Platform
Microsoft Windows, Mac OS
Contents
Choosing a Machine
All computers in the classrooms come with Zoom and Microsoft Teams installed. Check the classroom to see if the primary computer is either a Mac or PC as both may be available in some rooms. Though Zoom and Microsoft Teams are very similar on both operating systems, some things like menu placement may be different on them. The other option is to hook up your laptop to the projector with the laptop harness if you are more comfortable with your own machine.
Note: Hooking up your laptop will not connect to the cameras and microphones in most rooms.
Logging In
If you are using Zoom or Microsoft Teams, you just need to log in with SSO (Single Sign-On) with your Netpass username and password. Remember to log out when done.
Web Camera and Microphone Set Up
If you will be using the lectern computer, the room camera and microphone will wake up when you open an application that uses them (i.e. Zoom, Microsoft Teams, QuickTime). Check that the camera is set to "Huddle" or "CV610", the microphones should be set to "TesiraFORTE" or "Pyle", and the speakers should be set to "Crestron", "Extron", or "Realtek."
If you are using your laptop, you can choose to use the built in webcam and microphone on your computers or you can loan a webcam out from the Service Desk. This equipment is good for small to medium size classrooms. There are some classrooms and conference spaces where it is possible to connect the laptop to the room camera and mics. If it is an option, there will be a USB in the cable cubby or in the laptop loom that you can connect to your device. The camera and mics will wake up when an application that uses them is opened.
Like for any web conference you will want to make sure that you and all your attendees speak at a good volume and enunciate. This is especially important if there are people at the back of the room who will be participating.
Adapters for Connecting Laptops
If you will be using your laptop, make sure you have the proper adapters to connect your laptop to the laptop harness at the podium. Some classrooms will not have an adapter attached to the HDMI cable. Check the classroom to see if one is there, then acquire the adapters needed to connect your laptop.
The Service Desk has a few available to loan, but do not wait to the last second to loan one out. If you find yourself needing an adapter often, you can purchase one through procurement.
Internet Connection
Podium machines in the classrooms are already connect to our campus network. This is the most reliable connection for video and web conferencing. With a laptop connect to secure wireless if you are an IC community member or connect to guest/visitor wireless if you are a guest on campus.
The party you will be calling should try to connect to their strongest connection as well, either via Ethernet or a strong wireless. Often calls will drop or be choppy because the other party has a bad connection, something out of your control once the call starts.
Testing Session
Make sure to get to the room early, possibly a couple days before, and test the connection with who you will be calling. Make sure that you have all the information you need to call them. Test that the webcam and microphone work and that both sides can be heard and seen easily with the setup you choose. Also test any other features you may be using such as screen sharing to make sure that works for both ends.
Requesting Support
If you need assistance setting up a web conference please fill our Web Conferencing form more than 7 to 10 days in advance so there is ample time for planning and testing.